notice to bidders request for competitive sealed proposal ... · request for competitive sealed...

RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

970 Security Row Richardson, TX 75081

Notice to Bidders

Request for Competitive Sealed Proposal

Computer and Service #1403

You are representing to Richardson ISD that you are authorized to submit this bid by signing below. Include this page as a cover to your bid response.

Company Name:

Address:

City: State: Zip:

Authorized Official Name (print):

Signature of Authorized Official:

Title: Date:

Richardson Independent School District (RISD) must receive all sealed proposals no later than 1:30 PM CDT, March 24, 2016. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on this RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Bids received after the published time and date will be considered untimely and will not be considered. Proposals will be publicly opened at 2:30 PM the same day. Proposals must be sealed and clearly marked on the outside with the company’s name and addressed to:

Richardson Independent School District Attention: Melody Greig 970 Security Row Richardson, TX 75081 Computer and Service RFCSP # 1403

Richardson ISD Computer and Service RFCSP # 1403

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Richardson Independent School District 400 S. Greenville Ave. Richardson, TX 75081

Computer and Service Request for Competitive Sealed Proposal

RFCSP # 1403 The Richardson Independent School District (RISD) is soliciting requests for competitive sealed proposals (RFCSP) for a district-wide hardware and services provider as per specifications stated in this solicitation document. Sealed proposals shall be submitted in an envelope marked on the outside with the bidders name, address, and proposal number (RFCSP # 1403) to:

Richardson Independent School District Computer and Service RFCSP RFCSP # 1403 Attention: Melody Greig 970 Security Row Richardson, TX 75081 Receipt Deadline: RISD must receive all proposals no later than 1:30, PM, CDT, March 24, 2016. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on the RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Proposals received after the published time and date will be considered untimely and will not be considered. Bids will be publicly opened at 2:30 PM the same day. Delivery Method: Responders may submit their proposals via U.S. Mail or common receipted carrier (e.g., Federal Express, UPS, US Postal Service, and Hand Delivery.) Fax proposals will not be accepted. The bid name and number must be identified on the outside envelope being delivered. Proposal Number and Format: Responders must submit one (1) original proposal, (1) copy of the proposal, and (1) electronic copy (e.g., flash drive, cd) of the response to the (RFCSP) (collectively the Proposal). All items must be sealed. RISD’s contact for this proposal is Melody Greig ([email protected]). Contact between responders or potential responders and user departments during the RFCSP process or evaluation process is prohibited. Any attempt by a responder or potential responder to contact the departments will result in disqualification. All addenda will be issued via the district website at: http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp.

mailto:[email protected]

http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp


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Contents 1 Overview ............................................................................................................................................... 5

1.1 General Information ..................................................................................................................... 5

1.2 Work Included ............................................................................................................................... 5

1.3 Schedule of Events ........................................................................................................................ 5

1.4 Addenda ........................................................................................................................................ 5

1.5 Pre-Proposal Meeting ................................................................................................................... 6

2 Bidder Instructions ................................................................................................................................ 6

2.1 Confidential/Proprietary Information ........................................................................................... 6

2.2 Obligation of Owner ...................................................................................................................... 6

2.3 Negotiation of Contract ................................................................................................................ 6

2.4 Owner’s Rights Reserved .............................................................................................................. 6

2.5 Awarding of Contract .................................................................................................................... 6

2.6 Background Checks ....................................................................................................................... 7

2.7 Contract Startup Meeting ............................................................................................................. 7

2.8 Commencement of Work .............................................................................................................. 7

2.9 Project Timelines ........................................................................................................................... 7

2.10 Standard of Care ........................................................................................................................... 7

2.11 RFCSP Questions ........................................................................................................................... 7

2.12 Availability of Prices ...................................................................................................................... 8

2.13 Vendor References ........................................................................................................................ 8

2.14 Material Samples .......................................................................................................................... 8

2.15 Compliance with EEO .................................................................................................................... 8

2.16 FCC Statement............................................................................................................................... 8

2.17 U.L. Listing/Approval ..................................................................................................................... 9

3 General Conditions ............................................................................................................................... 9

3.1 Indemnity Hold Harmless .............................................................................................................. 9

3.2 Response Submission .................................................................................................................... 9

3.3 Costs Associated with Preparation of the Proposal ...................................................................... 9

3.4 RFCSP Binding Period .................................................................................................................... 9

3.5 Omissions .................................................................................................................................... 10

3.6 Right to Terminate ...................................................................................................................... 10


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3.7 Product Suitability ....................................................................................................................... 11

3.8 Payment Terms and Retainage ................................................................................................... 11

3.9 Electronic Invoicing ..................................................................................................................... 11

3.10 Transfer of Contract .................................................................................................................... 11

3.11 Amendments and Modifications................................................................................................. 11

3.12 Venue .......................................................................................................................................... 11

3.13 Execution of Contracts ................................................................................................................ 12

3.14 Vendor’s Standard of Care .......................................................................................................... 12

3.15 Compliance with Electrical Codes ............................................................................................... 12

3.16 Disclosures .................................................................................................................................. 12

3.17 Fairness of Pricing ....................................................................................................................... 12

3.18 Compliance with Applicable Laws and Regulations .................................................................... 13

3.19 Nondisclosure of Relationship with Owner ................................................................................ 13

3.20 Timeliness of Contract Obligations ............................................................................................. 13

3.21 Authority of Owner ..................................................................................................................... 13

3.22 Damage Caused by Vendor ......................................................................................................... 14

3.23 Material Supplied Beyond Scope of Work .................................................................................. 14

3.24 Bonding ....................................................................................................................................... 14

3.25 Quality Assurance Standards ...................................................................................................... 15

4 Specifications Overview ...................................................................................................................... 16

4.1 Project Overview ......................................................................................................................... 16

4.2 Technical Specifications for Proposed Equipment ...................................................................... 17

4.3 Proposed Service and Support Plan ............................................................................................ 28

4.3.1 Job Descriptions ................................................................................................................. 29

4.3.2 Delivery ............................................................................................................................... 31

4.3.3 Installation .......................................................................................................................... 32

4.3.4 Imaging for all Operating Systems ..................................................................................... 34

4.3.5 Equipment Work Orders .................................................................................................... 36

4.3.6 Theft Replacement Solution (laptops) ............................................................................... 36

4.4 Warranty ..................................................................................................................................... 37

4.5 Value-Added Services ................................................................................................................. 37

4.6 Help Desk System ........................................................................................................................ 38


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5 Vendors Response to RFCSP ............................................................................................................... 39

5.1 Response Format ........................................................................................................................ 39

5.1.1 Tab 1 – Executive Summary/Overview ............................................................................... 39

5.1.2 Tab 2 – Vendor Company Profile ........................................................................................ 39

5.1.3 Tab 3 – Main Body of Response .......................................................................................... 40

5.1.4 Tab 4 – Exceptions .............................................................................................................. 41

5.1.5 Tab 5 – Equipment and Materials Specifications ................................................................ 41

5.2 Incurred Costs ............................................................................................................................. 41

5.3 Evaluation ................................................................................................................................... 41

5.4 Subcontractors ............................................................................................................................ 42

5.5 Signature ..................................................................................................................................... 43

6 Delivery and Installation ..................................................................................................................... 44

6.1 Delivery ....................................................................................................................................... 44

6.2 General Installation Requirements ............................................................................................. 44

6.3 Owner’s Responsibilities for Delivery and Installation ............................................................... 44

7 General Vendor Information ............................................................................................................... 45

General Terms and Conditions and Required Forms


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1 Overview

1.1 General Information The Richardson Independent School District (the District or RISD) is seeking a full service provider of technology resources, including without limitation, desktop computers, laptops, enterprise and network servers, peripherals, software and services (the System) for the period September 2016 – September 2021. The vendor chosen to fulfill this requirement must provide a broad spectrum turnkey solution to the District. The solution includes, but is not limited to, the sale, integration, delivery, installation, maintenance, and support of these systems.

RISD will consider many relevant factors in selecting the vendor to provide, integrate, deliver, install, maintain and support its new and legacy computer systems. In addition to technical capability, the selected vendor or vendors must be financially stable and demonstrate capability to meet or exceed a high standard of quality in PC systems, service, and support during the award period. A proven and verifiable commitment to total customer satisfaction and support will be a key factor in the assessment of vendor qualifications.

Note: RISD intends to fund the purchase of the Systems through bond funds and has planned a bond election for May 7, 2016. In the event the bond referendum fails, RISD may be unable to purchase any or all of the Systems described in the RFCSP.

1.2 Work Included Proposals will include, without limitation, all labor, services, and materials necessary for the completion of this project. Proposals shall include all costs of contracts, agreements, insurance, licensing fees, materials, labor, and any other costs necessary to complete this project.

1.3 Schedule of Events The following is the anticipated schedule of events for this project. The schedule may change depending on the results of the Proposals. The final schedule will be established prior to contracting with the successful Vendor.

Release of Proposal 2/19/2016 Pre-Proposal Meeting 3/4/2016 Proposal Due 3/24/2016 Estimated Board Approval Date 6/13/2016

1.4 Addenda Addenda to the RFCSP must be authorized and issued in writing by RISD to be valid. Any addenda that modify the RFCSP document by adding, deleting, clarifying, or correcting its contents will be issued prior to the Proposal receipt deadline.


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1.5 Pre-Proposal Meeting A pre-proposal meeting will be held 10:00 AM, March 4, 2016, at RISD’s Professional Development Center, Building A, room A303, located at 701 W. Belt Line Rd., Richardson, TX 75080. Persons interested in responding to this RFCSP will have an opportunity to ask questions about the RFCSP.

Due to the unique aspects of this RFCSP, it is highly recommended that any Vendor interested in submitting a response to this RFCSP attend this meeting.

2 Bidder Instructions

2.1 Confidential/Proprietary Information RISD is a governmental entity subject to the Texas Public Information Act. Unless subject to a specific statutory exception, information in the District’s possession is considered public information that is subject to release upon request. Any information in your Proposal that is of a confidential or proprietary nature must be clearly and specifically identified. Such identification shall not limit the District’s right to use such information in the review of the Proposal.

2.2 Obligation of Owner Issuance of this RFCSP does not create any obligation on the part of RISD to enter into any contract or undertake any financial obligations with respect to the System referred to herein. There will be no discussions with Vendors except for the purpose of clarification of a Proposal until the evaluation of the Proposals has been completed. Any subsequent discussion shall be at the discretion of RISD.

2.3 Negotiation of Contract After evaluation of all Proposals received, RISD reserves the right to enter into negotiations with the Vendor or Vendors that RISD considers best qualified to meet its requirements. RISD reserves the right to reject any and all proposals and to waive any non-conformity, whenever such actions are in its best interest, as determined solely by RISD.

2.4 Owner’s Rights Reserved RISD reserves the right to purchase or not purchase individual sections of the Vendor proposal and to purchase or not to purchase subsystems within a section.

2.5 Awarding of Contract A contract, if any awarded, will be awarded to the responsible Vendor(s) submitting the best Proposal for the System package, plus any acceptable alternatives complying with the conditions and requirements of the contract that RISD determines provides the best value to the District. Relevant factors other than cost alone will be considered in determining the


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successful Vendor(s), including, but not limited to, outstanding references, prior relevant experience both in RISD and in other K-12 environments.

2.6 Background Checks All employees of the successful Vendor will be required to undergo a background check through RISD, and where applicable, must comply with the requirements of Chapter 22 of the Texas Education Code prior to any work commencing on any RISD campus. Any employee of the Vendor who does not clear the background check will not be allowed to participate in any activities on RISD property.

2.7 Contract Startup Meeting A contract start-up meeting will be held to provide all parties involved in the contract an opportunity to clarify issues and review contract procedures.

Additionally, a statement of work document will be drafted to detail the scope of work, materials and other items to be provided under the contract. This statement of work document will be agreed to in writing by both the Vendor and RISD before the commencement of any work.

2.8 Commencement of Work Commencement of the Work shall be subject to the discretion of RISD and the District reserves the right to make all decisions regarding such commencement.

2.9 Project Timelines The actual sequence and duration of the work activities requested will be coordinated and directed by RISD at its sole discretion.

2.10 Standard of Care Vendor acknowledges that RISD will rely on Vendor’s ability, expertise and knowledge of the System(s). Vendor shall be obligated to exercise the highest standard of care in performing its obligations. Vendor shall demonstrate to the District’s satisfaction that it is of sound financial condition and otherwise capable of fully performing any contract entered into hereunder.

2.11 RFCSP Questions Any questions about this RFCSP must be raised prior to submission of the Proposal. All questions must be submitted no later than 10:00 AM March 14, 2016 to: [email protected] (please include in the subject line: Computer and Service RFCSP # 1403)

mailto:[email protected]


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2.12 Availability of Prices All Vendors, as part of the bid evaluation process, may be requested to supply individual prices for equipment, labor, supplies, etc. Such information must be supplied to RISD’s Director of Purchasing within three (3) working days of the request.

2.13 Vendor References Vendor must submit with the Proposal a list of past installations of comparable size, in a K-12 environment, along with current contact names and telephone numbers.

2.14 Material Samples Vendor shall supply units to be used in the evaluation process prior to the submission deadline. All units must be clearly labeled including vendor name and item provided. Units must be sent to:

Professional Development Center Attn: Ashley Renfrow 701 W. Belt Line Rd. Building A, Suite 308 Richardson, TX 75081 Evaluation units that must be provided are: (Qty 1) Standard Workstation (Qty 1) Performance Workstation (Qty 1) Standard Laptop (Qty 1) Performance Laptop (Qty 1) Chromebook After evaluation of the units, the vendor will be contacted by RISD and will be responsible for picking up or having the units returned to the vendor within 5 business days. RISD will not assume responsibility or cost for the return.

2.15 Compliance with EEO Any Vendor who responds to the RFCSP must demonstrate, through word and deed that they comply with all applicable laws, regulations, and executive orders to insure they provide equal employment opportunities without regard to the race, color, sex, national origin, religion, age, or disability status of any qualified employee or applicant.

2.16 FCC Statement The Vendor(s) are responsible to insure that all equipment proposed and installed as part of this RFCSP will meet or exceed all requirements of the Federal Communications Commission (FCC). Specifically, all equipment will comply with FCC Part 15 Radiation Requirements as applied in Section A or Section B, as appropriate.


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2.17 U.L. Listing/Approval The Vendor(s) are responsible to insure that all equipment proposed and installed as part of this RFCSP will have appropriate Underwriters Laboratory (U.L.) Listing / Approval for all power components.

3 General Conditions

3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold RISD, its trustees, employees, agents, architects, consultants, contractors, attorneys, and guests, harmless from and against any and all claims, damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees) which may be imposed upon or incurred or asserted against them in connection with the System(s), or any part thereof, and from the acts, errors or omissions of Vendor, its employees, and/or agents.

3.2 Response Submission One (1) original, and (1) copy of the Vendor’s Proposal, (1) electronic copy, and any other documents must be received by 1:30 PM, March 24, 2016 and are to be submitted to:

Richardson Independent School District Computer and Service RFCSP # 1403 Attn: Melody Greig Purchasing Department 970 Security Row Richardson, TX 75081 Each response must be received in a sealed envelope and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District Computer and Service RFCSP # 1403

3.3 Costs Associated with Preparation of the Proposal Any costs associated with a Vendor’s response to the RFCSP will be borne by the Vendor. RISD will not be liable for any cost incurred by the respondents in preparing Proposals to this RFCSP or negotiations associated with award of a contract.

3.4 RFCSP Binding Period Prices quoted in the Vendor’s response for all labor and materials will remain in effect from the date of the contract to the agreed upon end date during which time Vendor must pass on all price decreases enacted or provided by the manufacturer. In no event shall pricing be allowed to rise above the stated contract prices.


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3.5 Omissions Omission in the Proposal of any provision herein described shall not be construed as to relieve the Vendor of any responsibility or obligation to complete and satisfactorily deliver, operate, and support any and all equipment or services.

3.6 Right to Terminate

3.6.1 RISD, by written notice to the Vendor, may terminate the Contract, in whole or in part, for its convenience at any time prior to completion. Upon receipt of such notice, the Vendor shall take all necessary steps to avoid incurring any additional costs. In the event of such termination by RISD, it is agreed that the termination charges shall be negotiated but shall not exceed 100% of the total costs, both direct and indirect, incurred by the Vendor in the performance of the Contract, including reasonable costs incurred with respect to termination and settlement with vendors and subcontractors as a result of termination, up to the date of termination. In the event of termination, Vendor shall provide all plans, engineering, other drawings, and all other materials within five (5) business days of termination in a form acceptable to RISD.

3.6.2 The Vendor agrees to notify RISD of all proposed settlements with vendors and subcontractors in the event of termination, not for cause, and the Vendor further agrees not to enter into any binding settlement until RISD has approved the proposed settlement or thirty (30) days have elapsed from the date when such advice was furnished to RISD, which approval shall not be unreasonably withheld.

3.6.3 Direct and indirect costs shall be determined in accordance with standard accounting practices and verified by an independent Certified Public Accountant. Final payment shall be in the amount of the total termination charges within sixty (60) days following submission of such total costs certified by the independent Certified Public Accountant.

3.6.4 In the event of termination not for cause, final payment shall be in the amount of the total termination charges up to the date of termination, less the following:

3.6.4.1 Amounts previously paid by RISD to the Vendor.

3.6.4.2 Amounts representing total Vendor’s cost of segregable materials generated under the Contract not desired by RISD that the Vendor elects to retain for its use.

3.6.5 RISD may terminate Contract for cause immediately on notice to Vendor.

3.6.6 In the event of such termination for cause or not for cause, all materials generated under the contract, which will be issued upon award, except that specified in item 3.6.4.2 of this Article, shall become the property of RISD.


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3.7 Product Suitability The Vendor warrants that the materials to be used under the contract, which will be issued upon award, will be new and as otherwise specified by this RFCSP and the sale or use of them will not infringe on any United States of foreign letters, patent, trademark, copyright or other proprietary right, and the Vendor agrees to defend, protect and save harmless RISD its employees, agents, successors, assigns, customers, consultants, and users of such items, against all suits at law or in equity, and from all damages and expenses including attorney’s fees resulting from claims and demands for actual or alleged infringements of any patent, trademark, copyright or any right by reason of the sale or use of the material covered hereby. RISD reserves the right to participate in any such action brought against it at Vendor’s expense.

3.8 Payment Terms and Retainage RISD will pay the Vendor for the software and hardware components within 30 days of completion of order, based on inspection and sign-off by RISD or its authorized agent. Professional and Educational services will be paid based upon performance criteria. Performance criteria will be established by RISD and the Vendor prior to the beginning of work.

3.9 Electronic Invoicing Itemized invoicing with purchase order assignment should be available to be processed through electronic data interchange (EDI). EDI enables our Enterprise Business Processing System (EBS System) to accept a data file from a vendor and convert it to an invoice for payment. Electronic payments will be processed via electronic funds transfer (EFT). Banking information will be required for the EFT process.

3.10 Transfer of Contract The contract, which will be issued upon award, shall not be assigned or transferred without the District’s prior written consent.

3.11 Amendments and Modifications The contract, which will be issued upon award, shall be amended or modified only in writing signed by the parties. The modification, amendment, or waiver of part of this Contract shall not constitute a waiver of the whole.

3.12 Venue The contract, which will be issued upon award, shall be construed under the laws of the State of Texas, and venue arising out of this agreement is in Dallas County, Texas, regardless of the place of execution or performance.


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3.13 Execution of Contracts Contracts for purchase will be put into effect by means of purchase order(s) executed by the RISD Purchasing Department after bids have been awarded.

3.14 Vendor’s Standard of Care All work shall be done in a thorough and conscientious manner according to the highest standards of care within the industry and shall be subject to inspection by RISD, its agents, architects, consultants and others and by the proper authorities. It is expressly understood and agreed that such observations and inspections by RISD, its other contractors and consultants shall not relieve the Vendor from any responsibility for the proper supervision and execution of the Work described in the RFCSP, or agreed to at a later date.

3.15 Compliance with Electrical Codes The latest version of the National Electric Code, along with the National Electric Safety Code, shall be followed. If local regulations or codes are more stringent, then those requirements shall govern and Vendor shall advise The Project Manager, Inc. and RISD of the applicable code.

3.16 Disclosures

3.16.1 By signing its Proposal, a Vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the proposal submitted.

3.16.2 By signing its Proposal, a Vendor affirms that, to the best of his/her knowledge, the Proposal has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other vendors in the award of this RFCSP.

3.16.3 Vendor shall note any and all relationships that might be construed as a conflict of interest and include such information with the Proposal. Vendor also shall submit with its Proposal a completed Conflict of Interest Questionnaire in compliance with chapter 176 of the Texas Local Government Code.

3.17 Fairness of Pricing RISD shall pay the contract price contained in the winning Vendor’s proposal and the successful Vendor warrants that such price is no higher than Vendor’s current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and method of purchase. In the event Vendor breaches this warranty, the prices of the items shall be reduced to the Vendor’s current prices on orders by others and overpricing refunded to the District within 30 days or,


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in the alternative, RISD may cancel the contract, which will be issued upon award, without liability to Vendor for breach or Vendor’s actual expense.

3.18 Compliance with Applicable Laws and Regulations The Vendor shall give notices to authorities and shall comply with all federal, state, local laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the Work. Where such laws, ordinances, rules and orders are in conflict, the more stringent standards shall apply.

3.19 Nondisclosure of Relationship with Owner The Vendor will not, in any manner disclose, advertise or publish the fact that Vendor has contracted with RISD to provide the work as specified without the express written consent of RISD. Nor shall vendor disclose any other information concerning its contract with RISD to third parties without RISD’s written consent.

3.20 Timeliness of Contract Obligations Time is of the essence for work referenced in the contract. If Vendor fails to perform the services at the time agreed upon, or to perform the work there under such a manner as will endanger its ability to complete the Work or render timely performance of services, RISD reserves the right to cancel the Contract or purchase elsewhere the services called for hereunder and hold Vendor accountable for additional costs or damages incurred by RISD including but not limited to rent and holdover rent penalties, additional fees, and expenses to its Consultant.

3.21 Authority of Owner Notwithstanding any other provision of the Contract to the contrary, the Vendor, once its activities begin on the Site, shall comply with the site rules of RISD. The Vendor shall direct its personnel and subcontractors to respect and abide by the authority of the RISD and the Project Manager on all matters related to the Vendors operation at the Site, including but not limited to:


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3.21.1 Use of Site resources such as elevators and loading docks.

3.21.2 Connection to and use of utilities.

3.21.3 Safety issues.

3.21.4 Trash removal and Site cleanliness.

3.21.5 Site Security

3.21.6 Prohibition of any alcohol, tobacco, and drugs

3.22 Damage Caused by Vendor The Vendor shall be responsible for any and all damages to portions of the building caused by it, its employees or subcontractors; including but not limited to:

3.22.1 Damage to any portion of the building caused by the movement of tools, materials, or equipment

3.22.2 Damage to any component, including ceiling tiles, of the construction of spaces in which the Vendor is working.

3.22.3 Damage to the electrical distribution system and/or other space “turned over” to the Vendor

3.22.4 Damage to the electrical, mechanical, and/or life safety or other systems caused by inappropriate operation or connections made by the Vendor or other actions of Vendor.

3.22.5 Other Damage to the materials, tools and/or equipment of RISD, its consultants, subcontractors, Architect, other contractors, agents and leases.

3.23 Material Supplied Beyond Scope of Work It shall be the responsibility of the Vendor to provide all materials, equipment, and software necessary to fulfill the Requirements described herein. Should materials, equipment, and software in excess of the estimates provided prove to be necessary, they shall be provided at no additional cost to RISD.

3.24 Bonding If any subcontractors are included or involved in your proposal, RISD reserves the right to require a 100% Payment Bond.

1. RISD prefers a surety bond with an A.M. BEST rating of “A” if amount of contract is greater than or equal to $50,000.


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2. RISD prefers a surety bond with a rating of at least “B+” if amount of contract is less than $50,000.

3. If required, successful vendor will have fifteen(15) days from date of notification of award of proposal to furnish to the District, including but not limited to, contracts, bonds, certificates of insurance, et., otherwise the proposal award may be withdrawn and awarded to the next lowest responsible proposal or completely rejected and re-solicited at the discretion of the RISD.

3.25 Quality Assurance Standards The Vendor shall submit, with its Proposal, a copy of its company quality assurance manual and applicable procedures.


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4 Specifications Overview

4.1 Project Overview The District intends to purchase new technology resources during the period covered by any contract resulting from this RFCSP process. The technology resources will augment the current installed base of technology resources and/or refresh the existing installed base. The technology resources may include but are not limited to:

• Desktop Computers • Laptops • Campus and Central Servers • Printers • Scanners • Other Peripherals • Software • Virtual Desktop Devices

The District anticipates the acquisition of approximately 25,000 computer devices and an undetermined number of other assets over the course of any contract entered into. The quantities and the mix of each are subject to change based on the educational and business needs of the District.

The estimated quantities stated are merely for the purpose of securing bid prices and for the purpose of evaluating bids on a common quantitative basis. They are not firm and in no way represent the actual requirements of the District. Actual requirements will be stated through issuance of individual purchase orders against the contract.

The proposed hardware and software prices requested as part of the RFCSP shall be quoted on a per unit basis and must include the cost of all RFCSP requirements to make each deliverable operational including, but not limited to, integration, configuration, testing, delivery, installation and setup, on-site warranty service and support, trash disposal, documentation, bar-code labels and reports, pre-loading of the RISD provided configuration, vendor-provided personnel requirements, etc.

The district requires a yearly meeting with vendor leadership due to the life expectancy of device components. At the time of the meeting the district will review and revise minimum standards on hardware, based on new industry standards, while maintaining the agreed upon pricing structure.

It is RISD’s intent to maintain a consistent hardware platform enabling a stable image environment. Hardware configurations and specifications such as motherboard, monitor, hard drive, etc. makes and models will not change without the consent of RISD on any system component during the purchasing period of each bond year. In the event that a piece of equipment is not obtainable, the Vendor will supply a system with the proposed change(s)


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for evaluation to the District. If the proposed component change(s) are determined to result in performance degradation and/or any application incompatibility, the vendor must reconfigure the system to correct the problem(s). If the Vendor is unable to correct any such problem(s) within 30 days, the Vendor will cooperate fully with the District to find an acceptable solution. It is recommended this situation be addressed in the proposed Service and Support Plan, perhaps in relation to non-performance remedies. In any event, if after 30 days all attempts to resolve the situation fail, the District reserves the right to terminate the contract.

The District reserves the rights to purchase additional technologies from the awarded vendor’s catalog that are not included in this RFCSP. The District also reserves the right to purchase additional technologies from any Texas state approved contract(s) catalog or cooperative. Examples include but are not limited to:

• switches and routers • computers • application and enterprise servers and associated equipment • software • peripherals • UPS equipment

4.2 Technical Specifications for Proposed Equipment The Vendor is to identify and offer submitting computer equipment which it believes best satisfies the District’s hardware and software requirements based on the standard software loads for various configurations. Equipment offered will meet the minimum standards set forth in this section. Hardware configurations quoted will be purchasable throughout the bond purchasing year. No end-of-life equipment should be submitted for evaluation.

4.2.1 General specifications for all PC desktop and laptop computers

All hardware must meet the following general specifications: 1. Unit shall be newly manufactured with no used or refurbished parts 2. Unit shall be of corporate/business grade quality - no consumer grade products. 3. Strong consideration given to laptop devices with flip and fold form factor. 4. Network interface (wired and wireless) must be capable of 802.1x authentication. 5. All I/O interfaces must be native to the provided case. No ad hoc add-on

connections. 6. All cables must be tidy and neatly wrapped inside the case. 7. Cases must contain labeling that clearly shows the model number and serial number. 8. All systems and peripherals must be:

• Energy Star compliance • Underwriters laboratories certified • Comply with all FCC or other government regulations


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9. Wireless network card option must provide options to control roaming between wireless access points.

10. All components of the system must be certified to work as a system. For example: CPU and RAM must be certified by the motherboard manufacturer to be compatible with that motherboard.

11. Desktop computer cases must not exceed 60 Db in noise level under normal operation.

12. Computer case must have an anti-theft mechanism for protecting internal components.

13. BIOS must contain the model of the system board. 14. Award, AMD, Intel, Phoenix BIOS or better capable of PXE boot, USB drive boot, and

wake on LAN. 15. BIOS must be compatible with anti-theft (CompuTrace) software. 16. 6th Gen Intel i5 chipset or greater w/ Intel vPro Technology. 17. 3.5mm headphone connector separate from the microphone jack 18. Broadcom or Intel or Realtek Gigabit network card with PXE boot capability 19. All RAM should be DDR4-1866/2133 or better. 20. Sound card must meet audio AC 1997 certification to insure interoperability and

compatibility. 21. Intel integrated video processor with display capability of 1920 x1080 or greater. 22. Broadcom or Intel wireless network card with 802.11AC or newer specification

4.2.2 Standard Workstation Specifications

Audio I/O Front and back 3.5mm audio, headphone & microphone jacks Expansion Ports At least one PCI Express (2x or better) and two standard PCI slots Keyboard USB standard 104 key keyboard

Motherboard Asus, gigabyte or better with 2400 MHZ FSB, 4x240 pin DDR2133 (dual channel) memory slots, 1-PCI Express 2.0, 2 PCI slots, SATA 6GB/s ports

Mouse USB 2 button mouse with scroll wheel.

Operating system Certified to run with Windows 10 64 bit Power Supply Certified appropriate power supply Hard Drive 256GB SATA SSD with 520MBs sequential write speed RAM Minimum of 8GB of RAM

Sound Card Sound card must meet audio AC 1997 certification to insure interoperability and compatibility.

Media Card Reader Internal SD card reader

USB Minimum of four USB ports. At least two ports on the front of the case, and at least one USB3 port.


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4.2.3 Performance Workstation Specification

All hardware must meet the following general specifications: Video displays must be certified by Auto desk to run with their latest products. Autodesk Certified Hardware website: http://usa.autodesk.com/adsk/servlet/syscert?id=18844534&siteID=123112

Audio I/O Front and back 3.5mm audio, headphone & microphone jacks Expansion ports At least one PCI Express (2x or better) and two standard PCI slots Keyboard USB standard 104 key keyboard

Motherboard Asus, gigabyte or better with 2400MHZ FSB, 4x240 pin DDR2133 (dual channel) memory slots, 1-PCI Express 2.0, 2 PCI slots, SATA 6GB/s ports

Mouse USB 2 button mouse with scroll wheel. Operating system Certified to run with Windows 10 64 bit

Power supply Certified appropriate power supply

Hard Drive 256GB SATA SSD with 520MBs sequential write speed

RAM Minimum of 16 GB of RAM

Sound Card Sound card must meet audio AC 1997 certification to insure interoperability and compatibility.

USB Minimum of four USB ports. At least two ports on the front of the case, and at least one USB3 port

Video Display NVIDIA Quadro K620 with 2GB DDR3 RAM, PCI Express 2.0. Alternate video cards may be proposed, but they must be certified to run by Autodesk.

4.2.4 Standard Laptop

Anti-theft Hardware level chip for CompuTrace support. Audio input 3.5mm Microphone jack

Battery

Li-Ion or Li-po battery (or better) with 6 hours of runtime or better, and option for additional battery expansion.

Bluetooth Integrated Bluetooth radio Camera Integrated web cam with a minimum of 1MP resolution Case Rugged built to specifically withstand abuse

Display Minimum of 11" LCD display capable of 1920x1080 or better resolution. Video Output HDMI, Interest given to those devices with Thunderbolt capability. Headphones 3.5mm headphone connector

Motherboard Motherboard with a minimum front side bus of 2400GHZ, DDR2133 (dual channel) memory slots, and SATA 6GB/s ports

http://usa.autodesk.com/adsk/servlet/syscert?id=18844534&siteID=123112


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Mouse Two button touch pad or better Operating system Certified to run with Windows 10 64 bit

Power supply Certified appropriate power supply Processor 6th Generation Intel Chipset i5 or greater with vPro Technology Hard Drive Minimum 128 GB SSD RAM Minimum of 8GB of RAM Speakers Built-in speakers USB Minimum of 2 USB ports and at least 1 USB3 port

4.2.5 Performance Laptop

Anti-theft Hardware level chip for CompuTrace support. Audio input 3.5mm Microphone jack

Battery Li-Ion or Li-po battery (or better) with 8 hours of runtime or better, and option for additional battery expansion.

Bluetooth Integrated Bluetooth radio Camera Integrated web cam with a minimum of 1MP resolution Case Rugged built to specifically withstand abuse

Display Minimum of 13" LCD display capable of 1920x1080 or better resolution. Autodesk certified video controler.

Video Output HDMI, Interest given to those devices with Thunderbolt capability. Headphones 3.5mm headphone connector

Motherboard Motherboard with a minimum front side bus of 2400GHZ, DDR2133 (dual channel) memory slots, and SATA 6GB/s ports

Mouse Two button touch pad or better Operating system Certified to run with Windows 10 64 bit

Power supply Certified appropriate power supply Processor 6th Generation Intel Chipset i7 or greater with vPro Technology Hard Drive Minimum 256 GB SSD RAM Minimum of 16 GB of RAM Speakers Built-in speakers USB Minimum of 2 USB ports and at least 1 USB3 port


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4.2.6 Chromebook Specification

All hardware must meet the following general specifications: 1) Certified to run with their operating system versions 2) Unit shall be newly manufactured with no used or refurbished parts 3) Network interface (wired and wireless) must be capable of 802.1x authentication. 4) Cases must contain labeling that clearly shows the model number and serial number. 5) All systems and peripherals must be:


6) All components of the system must be certified to work as a system. For example: CPU and RAM must be certified by the motherboard manufacturer to be compatible with that motherboard.

Battery Li-Ion or Li-po battery (or better) with 8 hours of runtime

Bluetooth Integrated Bluetooth radio Camera Integrated web cam with a minimum of 1MP resolution Form Factor Rugged built to specifically withstand abuse

Display Minimum of 11" LCD display capable of 1366x768 or better resolution. Option for touchscreen.

External video HDMI video output Headphones 3.5mm headphone connector Keyboard 84 key keyboard or better Mouse Two button touch pad or better Operating System Chrome OS 64 bit Processor Intel Celeron or Better Power supply Certified appropriate power supply RAM Minimum of 4GB of RAM Speakers Built-in speakers Storage Minimum 16GB SSD storage USB Minimum of 2 USB ports and at least 1 USB2.0 port or better


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4.2.7 Apple Desktop and Laptop Computer Specifications

All hardware must meet the following general specifications:

1. Unit shall be newly manufactured with no used or refurbished parts 2. Network interface (wired and wireless) must be capable of 802.1x

authentication. 3. All I/O interfaces must be native to the provided case. No ad hoc add-on

connections. 4. All cables must be tidy and neatly wrapped inside the case. 5. Cases must contain labeling that clearly shows the model number and serial

number. 6. All systems and peripherals must be:


7. Wireless network card option must provide options to control roaming between wireless access points.

8. All components of the system must be certified to work as a system. For example: CPU and RAM must be certified by the motherboard manufacturer to be compatible with that motherboard.

9. Desktop computer cases must not exceed 60 Db in noise level under normal operation.

10. Computer case must have an anti-theft mechanism for protecting internal components.

11. BIOS must contain the model of the system board. 12. 3.5mm audio/mic jack & built in dual microphones and stereo speakers 13. Intel HD 6000 Support for extended desktop and video mirroring modes 14. Intel Core i5 1.6GHz processor or better 15. Certified to run with OSX 10.11.x or greater 16. 2 ports w/support for HDMI, DVI, VGA and dual-link DVI (adapters available but

not included)


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4.2.8 Standard iMac Specifications

Audio I/O On back 3.5mm audio/mic jack & built in dual microphones and stereo speakers Display Monitor 21.5” Retina 4k display with a resolution of 4096x2304 Graphics Intel Iris Pro Support for extended desktop and video mirroring Camera Supports built-in display and up to 3840x2160 on an external display Keyboard Wired USB standard 104 key keyboard Processor 1.6GHz Intel Dual-Core i5 or better RAM Memory 8 GB (or better) 1867 MHz LPDDR3 Hard Drive 1 TB HDD @ 7200 rpm or 256 SSD Card Reader 1 SDSX card slot Mouse Wired USB 2 button mouse with scroll wheel. Wireless 802.11ac or better – IEEE 802.11 a/b/g/n compatible Bluetooth Bluetooth 4.0 or better Ethernet 10/100/1000 Base-T Operating system Certified to run with OSX 10.11.x or greater

USB Minimum of four USB3 ports.

Thunderbolt 2 ports w/support for HDMI, DVI, VGA and dual-link DVI (adapters available but not included)

4.2.9 Performance iMac Specifications

Audio I/O On back 3.5mm audio/mic jack & built in dual microphones and stereo speakers

Display Monitor 21.5” Retina 4k display with a resolution of 4096x2304 Graphics Intel Iris Pro Support for extended desktop and video mirroring Camera Supports built-in display and up to 3840x2160 on an external display Keyboard Wired USB standard 104 key keyboard Processor 3.3 GHz Intel Dual-Core i7 or better RAM Memory 16 GB (or better) 1867 MHz LPDDR3 Storage 512 GB SSD or better Card Reader 1 SDSX card slot Mouse Wired USB 2 button mouse with scroll wheel. Wireless 802.11ac or better – IEEE 802.11 a/b/g/n compatible Bluetooth Bluetooth 4.0 or better Ethernet 10/100/1000 Base-T Operating system Certified to run with OSX 10.11.x or greater




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4.2.10 MacBook Laptop Specifications

Audio I/O On back 3.5mm audio/mic jack & built in dual microphones and stereo speakers Display Monitor 21.5” Retina 4k display with a resolution of 4096x2304 Graphics Intel Iris Pro Support for extended desktop and video mirroring Camera Supports built-in display and up to 3840x2160 on an external display Keyboard Wired USB standard 104 key keyboard Processor 3.3 GHz Intel Dual-Core i7 or better RAM Memory 16 GB (or better) 1867 MHz LPDDR3 Storage 512 GB SSD or better Card Reader 1 SDSX card slot Mouse Wired USB 2 button mouse with scroll wheel. Wireless 802.11ac or better – IEEE 802.11 a/b/g/n compatible Bluetooth Bluetooth 4.0 or better Ethernet 10/100/1000 Base-T Operating system Certified to run with OSX 10.11.x or greater



4.2.11 Performance MacBook Pro Laptop Specifications

Audio I/O On side 3.5mm audio/mic jack & built in dual microphones and stereo speakers Display Monitor 15.4” LED display Retina with a resolution of 2880x1800 or better.

Graphics AMD Radeon R9M370X w/2GB GDDR5 memory and automatic graphics switching - Support for extended desktop and video mirroring modes on two external displays

HDMI HDMI port Camera 720p FaceTime HD camera Keyboard & Trackpad 78 keys including 12 function keys, Force Touch trackpad Processor 2.2GHz quad-core Intel Core i7 or better RAM Memory 16 GB (or better) 1600 MHz DDR3L Storage 512 GB SSD or better Card Reader 1 SDSX card slot Battery 99.5 watt hour (9 hours wireless web) Wireless 802.11ac or better – IEEE 802.11 a/b/g/n compatible Bluetooth Bluetooth 4.0 or better Ethernet 10/100/1000 Base-T available with Thunderbolt to Gigabit Ethernet adapter Operating system Certified to run with OSX 10.11.x or greater

USB Minimum of 2 USB3 ports.


Power MagSafe power port


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4.2.12 General Use MacBook Air Laptop Specifications

Audio I/O On side 3.5mm audio/mic jack & built in dual microphones and stereo speakers Display 13.3” LED –backlit glossy display 1440x900 or better

Graphics Intel HD Graphics 6000 - Support for extended desktop and video mirroring modes on an external display

HDMI HDMI capable using 3rd party adapter Camera 720p FaceTime HD camera Keyboard & Trackpad 78 keys including 12 function keys, Multi-Touch trackpad Processor 1.6GHz dual-core Intel Core i5 or better RAM Memory 4GB (or better) 1866 MHz LPDDR3 Storage 128GB SSD or better Card Reader 1 SDSX card slot Battery 54 watt hour (12 hours wireless web) Wireless 802.11ac or better – IEEE 802.11 a/b/g/n compatible Bluetooth Bluetooth 4.0 or better Ethernet 10/100/1000 Base-T available with Thunderbolt to Gigabit Ethernet adapter Operating system Certified to run with OSX 10.11.x or greater

USB Minimum of two USB3 ports. (or better)

Thunderbolt 1 port w/support for HDMI, DVI, VGA and dual-link DVI (adapters available but not included)

Power MagSafe power port


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4.2.13 General Specifications for all Tablets

All hardware must meet the following general specifications: 1) Certified to run with their operating system versions 2) Unit shall be newly manufactured with no used or refurbished parts 3) Network interface (wired and wireless) must be capable of 802.1x authentication. 4) Cases must contain labeling that clearly shows the model number and serial number. 5) All systems and peripherals must be:


6) All components of the system must be certified to work as a system. For example: CPU and RAM must be certified by the motherboard manufacturer to be compatible with that motherboard.

Battery Minimum 8 hours of runtime

Bluetooth Integrated Bluetooth radio

Camera One or more Camera(s) with minimum of 1.0 MP resolutions Charger/ power supply Certified appropriate power supply

Display Minimum of 9" display (IPS or LED) capable of 1920 x 1080 or better resolution, scratch resistant glass, ambient light sensor, touch screen

External video HDMI video output Headphones 3.5mm headphone connector Operating System Windows 10 64 Bit Processor Intel Core i5 or better RAM Minimum of 4GB of RAM Sensors Accelerometer, Compass, GPS, and Gyroscope Speakers Built-in speakers Storage Minimum 128 GB SSD Wired Connection USB port Wireless Wireless network card with 802.11AC or newer


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4.2.14 Apple iPad Mini 4 Tablet

Battery 8,600 mAh Li-po or Li-ion battery (or better) with minimum 8 hours of runtime


Camera

Front camera with minimum of 1.2 MP resolutions, Rear camera with minimum of 8MP resolution, 1080P or better video capture resolution, Slo-Mo and Time-lapse video with stabilization, Autofocus, and flash

Charger/ power supply Lightning to USB cable and USB Power Adapter

Display

Minimum of 7.9" Retina display (LED) capable of 2048x1536 or better resolution, scratch resistant glass, fully laminated, antireflective coating, ambient light sensor, touch screen, minimum pixel density of 260ppl

External video HDMI video adapter available for purchase Headphones 3.5mm headphone connector Operating System IOS 9.x or newer Processor Apple A8 with 64bit architecture or newer – M8 motion coprocessor RAM Minimum of 16GB of RAM Sensors Accelerometer, Compass, GPS, and Gyroscope Speakers Built-in speakers Storage Minimum 16GB of storage Wired Connection Apple lightning or better Wireless Wireless network card with 802.11AC or newer

4.2.15 Apple iPad Air Tablet

Battery 8,600 mAh Li-po or Li-ion battery (or better) with minimum 8 hours of runtime


Camera

Front camera with minimum of 1.2 MP resolutions, Rear camera with minimum of 8MP resolution, 1080P or better video capture resolution, Slo-Mo and Time-lapse video with stabilization, Autofocus, and flash

Charger/ power supply Lightning to USB cable and USB Power Adapter

Display

Minimum of 9.7" Retina display (LED) capable of 2048x1536, scratch resistant glass, fully laminated, antireflective coating, ambient light sensor, touch screen, minimum pixel density of 260ppl.

External video HDMI video adapter available for purchase Headphones 3.5mm headphone connector Operating System IOS 9.x or newer Processor Apple A8 with 64bit architecture or newer – M8 motion coprocessor RAM Minimum of 16GB of RAM Sensors Accelerometer, Compass, GPS, and Gyroscope Speakers Built-in speakers Storage Minimum 16GB of storage Wired Connection Apple lightning or better Wireless Wireless network card with 802.11AC or newer


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4.3 Proposed Service and Support Plan RISD currently contracts with M&A Technology for its asset support. The District currently has an install base of approximately 18,000 desktop and laptop computers, 13,000 tablets, 4,000 Chromebooks, 200 enterprise and network servers, as well as an extensive inventory of other technology oriented equipment.

Each Vendor must submit in its proposal a service and support plan containing at least the required elements listed below, but are encouraged to expand this list and include additional features and/or benefits, which may enhance the value to the District. RISD will look to the Vendor selected under this RCSFP to provide the District’s desktop, laptop, tablet, Chromebook, and server solutions. Additionally, the selected Vendor will supply compatible add-on equipment and software, on-site, on-call, and return-to-factory warranty services and parts on purchased and legacy equipment.

Vendor badged service personnel will be dedicated to RISD and maintain a commitment to the hardware, software, and data communications required to connect to the District’s help desk system for daily updating of tickets or work orders (see 4.6 Help Desk System). Any substitution/changes of personnel must be approved by RISD. The RFCSP response must include a plan for periodic training of the repair technicians on vendor supplied hardware and troubleshooting methodology as it applies to the RISD environment. In addition, an on- call support group should be available to RISD consisting of one Microsoft MCSE, one Red Hat Certified Engineer (RHCE), one Cisco CCIE, and one Apple Systems Engineer. Vendor must provide a specific fee schedule for both telephone and on-site support which can be entered in Tab 3 under Other (see 5.1.3). The vendor will not outsource services or personnel agreed to in this RFCSP without written consent of RISD.

The Vendor who is awarded this contract will provide the following staff for the contract period at a minimum.

1 – Project Manager 1 – Technician Manager 6 - PC Field Service Technicians 2 - Apple Field Service Technicians 1 – Image Technician

All vendor personnel who enter District sites must pass a criminal history background check in accordance with Chapter 22 of the Texas Education Code. Personnel shall maintain proper dress, display a District-issued contractor badge and conduct themselves in a professional manner at all times they are on any RISD premises. Field service personnel are expected to


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be equipped for operation in a highly mobile, quick response environment. The personnel will be responsible for visiting the site within the response time period specified, assess, diagnose the problem and repair or provide replacement of the faulty equipment, or correction of software or procedural (operator) problems. The personnel dispatched will have an appropriate level of experience and communication skills to address the problem as reported. Vendor must put into writing a description of the training program that the vendor will provide to the technicians that will be assigned to the District.

Vendor will have an Internet-based catalog from which the District may order additional equipment or software on an as-needed basis, with a maximum 10 calendar day turnaround, to include a feature showing the District’s discount schedule from the catalog prices.

The Vendor will describe any District supplied on-site workspace or office space the Vendor anticipates they will need. The following sections of 4.3 describe the proposed personnel job descriptions and requirements for service delivery, installation, imaging and handling of legacy equipment. All staff will have the appropriate training and certification for their assigned role.

4.3.1 Job Descriptions

4.3.1.1 A Project Manager for the duration of the contract whose responsibilities will include, but not be limited to, the following: • Maintain regular and timely communications with RISD • Maintain documentation and procedural standards • Manage performance of detailed task and schedule responsibilities • Resolve deviation from Scope of Work Document • Conduct weekly/monthly project status meetings and make on-site

campus visits • Prepare and submit Status Reports as needed • Coordinate and manage the activities of Vendor personnel • Establish a single point of contact for issue resolution and change

management • Coordinate all aspects of shipments of equipment • Verification that received equipment meets customer requirements (i.e.,

Hardware and Software Configurations) • Arrange for the pick-up and replacement of any products, which fail

diagnostics or operational tests • Label each asset with asset identification tags • Log each product description, manufacturer’s serial number and asset

tag number and provide information to the Fixed Assets Department • Deliver a Summary of Equipment Received as identified by Purchase

Orders • Provide a single point of contact to the customer field services for

technical issues and support during implementation


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4.3.1.2 A Technician Manager for the duration of the contract whose responsibilities will include but not be limited to the following: • Technician Manager will be the first line supervisor of all Vendor field

technicians. Technical Manager also may function as a field technician. • Work with Richardson ISD to develop, agree upon, and implement

consistent service procedures throughout the enterprise. • Develop guidelines and methodologies to ensure that the nature of

each service call is well understood by both parties, from inception to resolution.

• Conduct customer service satisfaction survey on defined scope of work orders

• Ensure service request is proceeding properly • Identify calls that require follow-up and document response • Meet with Richardson ISD Management Team at regular intervals to

review performance against the Service Level Agreement. • The Technician Manager has responsibility for on-site meetings,

performance and status reporting, maintenance service logs, and provisions of other critical information. The objective is to communicate clearly, continually and effectively with RISD to understand the overall vision for the IT environment, and to develop cost-effective solutions to realize this vision.

• Manage and order warranty parts for new and legacy equipment • Maintain inventory of parts

4.3.1.3 An Image Technician will be responsible for assisting district staff with implementation and testing of district images. Imaging Technician should have basic MDT and SCCM knowledge. The Image Technician will not be excluded from making field service calls as needed.

4.3.1.4 Apple Image Technician • Must have A+, ACMT, ACSA certification • Must have certification in the Districts’ current OSX Operating System.

(Currently Mavericks but soon to be El Capitan) • Must have current OSX server certification • At least 2 years experience deploying images using and configuring

workflows in DeployStudio and JAMF Casper. Casper certification expected.

• Familiarity with Apple Deployment Programs • Experience with OS Configuration Profiles • Experience with current mdm solution we are using (Heat) • Must be able to build a Net Boot set that’s compatible with the current

DeployStudio and OSX server versions. • Familiar with Apple Remote Desktop for package and script installation

as well as aiding Users. • Must be able to modify default profiles. • Familiar with Bash scripting, Apple extensions and Microsoft Office 2011


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• Familiar with Joining an OSX device to a Microsoft Active Directory

4.3.1.5 Field Service Personnel

The Vendor will provide a scaleable plan for using mobile Field service personnel with inventory that will guarantee a 24 hour repair or replace response on desktops and laptops. Field service personnel will interact daily with the Help Desk. (For specifics on Help Desk System see Section 4.6.) • The technicians are the second tier of support that interface between

the Help Desk and RISD staff • Required to connect to RISD’s Help Desk system for daily updating of

work orders

4.3.2 Delivery

4.3.2.1 New Equipment • All materials and equipment quoted shall be installed at the various

building sites. No equipment shall be ordered or installed prior to authorization by Richardson ISD.

• All delivery charges will be included in the price of the equipment. • Delivery requirements apply to all orders regardless of quantity. • The District will define the date(s), address(es), building locations(s) and

room number and District point of contact for each delivery. One order may have multiple delivery dates, sites, and building locations without additional cost or expense to RISD. Note: to meet our operational needs, the District may specify delivery dates as early as 10 calendar days after he order date.

• Unless otherwise instructed, installation will be completed on the delivery date.

• Vendor will verify the ship date and delivery/installation date with the District.

• The Vendor project manager will coordinate the delivery of equipment at the scheduled date and time to minimize disruptions to educational activities. This responsibility may require after hours and/or weekend delivery, which will be provided at no additional charge to RISD.

• Vendor will place the equipment inside the building at the specified location(s).

• All deliveries will include the District purchase order number and receiving department or individual as specified on the purchase order.

• Delivery requirements refer to any equipment purchased from the vendor, either through the proposal or catalog process.

• Vendor shall be responsible for replacing all stolen, broken or non functional equipment resulting from shipping or delivery. During the time between delivery and delivery sign-off by the district, RISD shall not be held liable for any damages to or theft of any components. It will,


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therefore, be the responsibility of the vendor to obtain insurance against loss, theft, and damage.

4.3.2.2 Existing Equipment • Delivery requirements apply to periodic shift of RISD personnel and

equipment from location to location and will include District computer and peripheral assets.

• The District will define the date(s), address(es), building locations(s) and room number and District point of contact for each delivery.

• Unless otherwise instructed, installation will be completed on the delivery date.

• The Vendor project manager will coordinate the delivery/installation of equipment at the scheduled date and time to minimize disruptions to educational activities. This requirement may entail after hours and/or weekend delivery, which will be provided at no additional charge to RISD.

• Vendor will place the equipment inside the building at the specified location(s).

• Vendor will remove any identified equipment for salvage/auction using vendor’s own transportation

• All deliveries will include the District’s equipment move/transfer form. • Vendor will be responsible for replacing all broken or non functional

equipment resulting from negligent delivery methods

4.3.3 Installation

4.3.3.1 New Equipment

Vendor will provide complete installation as described below, unless otherwise specified, regardless of quantities, at the District specified date, time and location. Installation requirements refer to any product purchased from the vendor, either through the RFCSP or catalog process.

The Vendor project manager will coordinate the installation of equipment at the scheduled location(s) and dates(s) to minimize disruptions to educational activities. This requirement may require after hours and/or weekend installations, which will be provided at no additional charge to RISD.

All installation charges will be included in the price of the equipment.

Installation will consist of the following tasks: • Unpackage equipment • Install/assemble all components, including peripheral devices • Power equipment on and boot the operating system • Verify configuration as specified by the District • Verify network connection to designated server


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• Verify equipment is operational and has hard drive pre-loaded as specified

• Complete a specified checklist of activities for each installed system certifying that the system is fully operational and ready for use

• Vendor will verify that the District property SID labels are securely attached to the system case.

• Vendor will remove all boxes and packing materials from the site immediately after installation. The District’s dumpsters or trash containers will not be used for disposal.

• An authorized District staff member will sign off on receipt and functionality of the equipment.

• Completion of turn on and signoff, certification, check-off sheet. • Equipment being replaced must have hard drive erased. The asset

will be removed, inventoried and delivered to the RISD Warehouse. • A copy of all installation document(s) will be delivered to the Fixed

Assets Department. The Vendor will complete the District supplied asset inventory forms when any new unit is issued to a District employee or moved from one location to another and return the hardcopy to the District specified personnel by the next working day. The requisite information will then be sent to the Fixed Assets Department within fifteen (15) days after being issued or installed

Payment is not due until all of the installation tasks above are complete and RISD has finally accepted the equipment.


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4.3.3.2 Disconnect/Reconnect of Existing Equipment

Reconnection of equipment applies to a periodic shift of equipment within a site and will include district computer and peripheral assets. Historically, shifts of equipment may take place due to but not limited to scheduled Maintenance and Operations projects or furniture installations, which will be provided at no additional charge to RISD.

The District will define the date(s), time (s), building location(s), and room number (s) and District point of contact for any occurrence.

The Vendor project manager will coordinate the installation of equipment at the scheduled date and time to minimize disruptions to educational activities. This requirement may require after hours and/or weekend delivery, which will be provided at no additional charge to RISD.

Vendor will place the equipment inside the building at the specified location(s).

Vendor will be responsible for replacing all broken or non-functional equipment resulting from negligent delivery methods.

4.3.4 Imaging for all Operating Systems Computers designated for a particular user group configuration have a District defined application software load. It is the District’s desire that the location of the Vendor’s final integration and test facility be in the Dallas, Texas metropolitan area and within a radius of 25 miles of the District’s Administration building located at 400 S. Greenville Ave, Richardson, Texas, 75081-4198. Customization of a new computer configuration, with the approved RISD image, will be done at the vendor’s test and integration facility unless that configuration requires a local area network connection to the District’s computer network. On-site imaging may result from work orders or changes in curriculum. At least one re-image per machine per year will be considered a standard feature of this contract during a relaxed service level period to support curriculum software changes.

Windows Environment Images are maintained for application needs across the district using Microsoft System Center Configuration Manager 2012 for image distribution. The following are the minimum software products or services with which the Vendor is expected to have experience with: • Must have A+, N+, or MCSE certification • At least 2 years experience deploying images in an enterprise environment


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• Basic understanding of windows group policies, and TCP/IP • Familiar with installing operating system & software patches • Familiar with the following software products:

o Microsoft System Center Configuration Manager 2012 o Microsoft deployment and Imaging tools (WinPE ,DISM, Imagex, SCCM OSD) o Auto it, DOS, and VB scripting o Microsoft office 2010 and 2013 o Windows 7 & 10

• Familiar with joining workstations to Active Directory • Able to generate technical documentation • Must be able to work with little or no supervision

Apple Environment Computers designated for a particular user group configuration have a District defined application software load. The District currently maintains images of these load configurations known as “Golden Drives”. Currently, there are 13 images modified with packages and default profiles maintained for application needs across the district using DeployStudio for image distribution. The Apple products exist in a Microsoft Active Directory environment that uses SCCM to image Windows devices. Many of the Apple computers also have Windows installed either using Boot Camp or Virtual Box. Technicians servicing Apple computers must be capable of working in both Apple and Microsoft environments. The following are the minimum software products or services with which the Vendor is expected to have experience with:

• Must have A+, ACMT, ACSA certification • Must have certification in the Districts’ current OSX Operating System.

(Currently Mavericks but soon to be El Capitan) • Must have current OSX server certification • At least 2 years experience deploying images using and configuring workflows

in DeployStudio and JAMF Casper. Casper certification expected. • Must be able to build a Net Boot set that’s compatible with the current

DeployStudio and OSX server versions. • Familiar with Apple Remote Desktop for package and script installation as well

as aiding Users. • Must be able to modify default profiles. • Familiar with Bash scripting, Apple extensions and Microsoft Office 2011 • Familiar with Joining an OSX device to a Microsoft Active Directory • Familiarity with Apple Deployment Programs • Experience with OS Configuration Profiles


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• Experience with current mdm solution we are using (Heat)

Vendor responsibilities will include working closely with designated RISD staff to: • Assist in all aspects of building, testing, deploying, and maintaining software

images. All images will need approval from RISD personnel before they can be deployed.

• Troubleshoot and repair problems that may arise with images (including creation and deployment).

• Provide assistance with troubleshooting general software problems • Provide assistance with testing of new software for compliance with RISD

standards • Oversee all aspects of building, testing, deploying, and maintaining software

images. All images will need approval from RISD personnel before they can be deployed.

• Develop a method or schedule for providing updates to images on a regular basis

• Develop a strategy for consolidating software images (I.E. hardware independent imaging).

• Troubleshoot and repair problems that may arise with images (including creation and deployment).

• Create and maintain documentation related to the contents of each image, signoff sheets, and any technical notes specific to that image.

4.3.5 Equipment Work Orders Technicians will respond to work orders. If the equipment cannot be repaired, RISD will determine whether the equipment should be taken out of service and not replaced or replace with a new or like unit. RISD uses a variety of equipment, including:

• Computers • Monitors • Networked printers • Peripherals

4.3.6 Theft Replacement Solution (laptops) The District experiences laptop thefts and desires the solution including Absolute Software and a parental insurance policy program. The solution should include the ability to track its location and partner with local law enforcement to recover and return the laptop.


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4.4 Warranty All Systems will include a minimum 5-year on-site repair or replace warranty covering all parts and labor for on-site repair or replacement within 24 hours after any problem is reported to the help desk system. The vendor will include all warranty costs in the system unit price.

Any computer, desktop, laptop, server or component that must be removed from the site for repair during the warranty period will be replaced at the time of removal with a system of equal or better capacity and performance.

All installation requirements must be completed for the new computer, including asset transfer forms. The Vendor may choose to repair the removed unit and use it to replace other warranted units of the same or less capacity and performance, but it may not be used to replace warranted units of superior capacity and performance.

In the Vendor’s Service and Support Plan, the Vendor will describe the sparing levels maintained to support the District’s equipment, including multi-vendor or third party equipment. The Vendor will describe the geographical location of the spares and how they are to be dispatched and delivered to the on-site personnel facilitating the repair of equipment.

4.5 Value-Added Services Respondents are encouraged to include products and / or services in addition to the requirements of this RFCSP to provide the best possible value to the district. Proposals will clearly identify such products and /or services in their response and also provide a detailed explanation of the merits of such products and /or services.

Describe enhancements that exceed the required elements of the Vendor’s Service and Support Plan.

Following are support enhancement examples only and should not limit the scope of vendor Proposals:

• Enterprise server farm. List support options. • Monthly training sessions for the District Campus Technology Assistants and Specialists in

the support of various hardware configurations • Monthly briefings for designated technology division staff to inform them of equipment

upgrades plus new technologies becoming available. • Hosting a monthly orientation session at a designated District site to familiarize staff with

hardware setup of this configuration as well as basic operating system concepts. Ideally this session will involve the District staff in the planning and delivery of these orientations. Staff should have the option of attending one of these sessions after a purchase.

• Disaster Recovery Services – The District maintains various critical applications on District computers. The critical services range from on-line student records to payroll to


38

accounting and finance. Describe your ability to supply disaster recovery services hot site capability to the District. Provide the District with the method you use to house District applications, acquire added or changed data remotely, how it is stored and maintained, data security, and the procedures necessary for emergency cutover to the hot site, maintaining connectivity for the District user community, security, and disaster recovery.

• Business/corporate partner relationships – Describe your organization’s business and corporate partner and sponsorship programs. Of key interest to the District are those related to the K-12 educational community. Identify the specific benefits the District will enjoy under these programs.

• Student, Employee and Family Purchase Plan - Identify any programs your company offers that provide for the discount purchase of your products by district student, family and staff. If available describe how the purchases may be made as well the discount structure and warranty arrangement.

4.6 Help Desk System The foundation of the District’s technical support services is a networked Help Desk System. This system keeps track of all the District technology support problems and provides the statistical reporting necessary to monitor responsiveness. When the District personnel experience a computer problem, they notify the Help Desk, where a call record is entered into the system and assigned a call number.

The call record contains information that identifies the problem unit and its location. Based upon an initial analysis, the call is assigned to a specific technical support group. In the case of computers, the call is immediately assigned to the vendor responsible for repair. Upon entry into the database, the trouble call record appears as an open item to the assigned group when they access the Help Desk System. The vendor will learn the Help Desk System and use it to respond to problems within the expected 24-hour time frame.

The Help Desk generates reports on a weekly, monthly, quarterly, and annual basis. These reports are used to analyze many factors, including average response times by groups and individuals, and the percentage of calls. The resulting analyses may indicate adjustments needed to be made to resources and or quality/controls. The vendor will work closely with the District on a regular basis to respond rapidly to any required adjustments.

RISD expects that the Vendor will analyze the number of personnel above the minimum currently required to support the Districts installed base, the number of service calls by type, and propose the number of personnel that the vendor estimates will be required to satisfy the requirements set forth in this RFCSP. The Vendor will describe in its Service and Support Plan the personnel it will provide to satisfy the District’s requirements. The personnel proposed will be 100% dedicated to the support of the District.


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Service call volume and distribution for the period January 2015 thru December 2015:

Category # %

Hardware 4,598 46.0%

Installs 485 4.9%

Network Related 447 4.5%

Project 109 1.1%

Software 1,682 17.0%

Television/Video 1,337 13.5% Other 29 0.3%

Total 9,887 100.00%

5 Vendors Response to RFCSP

5.1 Response Format Vendor should organize their responses into the sections described below. Each section should be tabbed and clearly marked. Responses that do not substantially follow this format may be rejected.

5.1.1 Tab 1 – Executive Summary/Overview 1. Executive Summary 2. Provide an overview of the project with an Installation Plan showing a thorough

understanding of the scope of work to be performed.

5.1.2 Tab 2 – Vendor Company Profile 1. Company Cover letter- Clearly state your Company’s qualifications, number of

full-time employees, number of technical and installation personnel, training, qualifications, certifications, etc.

2. Bond based on the overall price (not required at this time) 3. Proof of required insurance 4. General Vendor Information (see section 7)


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5. Financial information – Include financial information about your company. This information will be used to determine your Company’s overall financial strength and will be treated as confidential by RISD.

6. Provide at least three (3) Texas references for which your company has done similar work for in the past year. Preference may be given to vendors with references for installations most similar to Richardson Independent School District.

7. Provide information on the qualifications of Project Staff, including, company certifications, such as ISO 9000.

8. Provide the name and qualifications of the Project Manager(s) your Company intends to assign to RISD if you are the successful Vendor. Provide the names and titles of other personnel who would work on this project and their qualifications/training.

9. State whether your Company intends to use subcontractors. Include in this Tab all required information about any subcontractors that the Vendor plans to use.

10. Provide the required documents as indicated in the General Stipulations and Conditions of Bid/Proposal

1. Company Information (Form A) 2. Certificate of Residency (Form B) 3. Criminal History Certification (Form C) 4. Minimum Insurance Requirements (Form D) 5. Certificate of Interested Parties – (Form E) 6. Federal Vendor Certifications (Form F) 7. Signature Page (pg 43) 8. Signature Page and Antitrust Certification (pg 53-54) 9. Interlocal Agreement Clause (pg 56) 10. Certification of Debarment, Suspension and Other Responsibility

Matters (pg 57-58) 11. Conflict of Interest Questionnaire (pg 60)

5.1.3 Tab 3 – Main Body of Response 1. Insert a complete copy of this RFCSP and all addenda. Each section/item shall

have a response such as “(Company) understands and will comply.” Also, if exception is taken to any section/item, it must be noted in the response to that section/item and then listed in Tab 4 Exceptions with a detailed explanation. Incomplete responses may be grounds to eliminate the Vendor for consideration at the discretion of Richardson Independent School District.

2. List any tasks that RISD must perform and/or be responsible for in order to accomplish the delivery and installation of the system.

3. Provide the vendor’s service and support plan.


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4. Provide individual components and line item pricing in the Bill of Materials. Version numbers must be included. Bills of Materials must be shown separately for each product. Uniquely identify software, hardware, and associated maintenance costs. (see pricing sheet).

5. Other fees

5.1.4 Tab 4 – Exceptions Exceptions to any requirement or provision of the RFCSP and a detailed explanation for each must be entered in this Tab. Unless specifically noted in this Exceptions section, it will be assumed that all sections/items are acceptable to the Vendor. This will be true even if the written response on the RFCSP copy in Tab 3 notes the exception.

5.1.5 Tab 5 – Equipment and Materials Specifications 1. Include information on the Warranty Program available from the manufacturer

that will be provided to RISD. Also, include Vendor’s qualifications to offer such warranty.

2. Include manufacturer’s brochures and full technical specifications (cut sheets) for all equipment and materials Vendor proposes to provide.

Responses that fail to include the Warranty information and the Technical Specifications in Tab 5 may be disqualified.

5.2 Incurred Costs All costs associated with a Vendor’s response to this RFCSP shall be borne by the Vendor. RISD will not be liable for any costs incurred by the Vendor in responding to this RFCSP.

5.3 Evaluation This RFCSP is not meant to favor any vendor. Instead, it is intended solely to meet the needs and requirements of RISD. The District will evaluate each proposal based on its technical merit and cost. RISD will also consider the Vendor’s ability to provide the required services in the allotted time, any previous work done for RISD, and references of similar projects. In addition, the Vendors’ clear understanding of the RFCSP requirements and his willingness to enter into an agreement with RISD to provide a quality solution will be weighed. The inability of the Vendor to meet these qualifying factors may be cause for rejection of his offer.

RISD will evaluate all RFCSP responses using the following criteria to determine which proposal provides the best value to the District:


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Evaluation Criteria Point Value

1 The Purchase Price

30

2 Reputation of the vendor and vendor’s goods or services - References Provided 15

3 Quality of the vendor’s goods or services 15

4 Extent to which the goods or services meet the district’s needs 25

5 Vendor’s past relationship with the district 5

6

Impact of district’s compliance with laws and rules relating to Historically Underutilized Businesses (see Section 7) 5

7 Total long-term cost to the district 0

8

Vendor or Vendor’s ultimate parent company or majority owner has its principal place of business in the state of Texas (see Section 7) 0

9

Vendor or Vendor’s ultimate parent company or majority owner employs at least 500 persons in the state of Texas (see Section 7) 0

10 Other relevant factors specifically listed in this RFCSP

5 Total Points 100

5.4 Subcontractors All subcontractors must be approved by RISD. The use of subcontractors does not relieve the Vendor of any responsibility to RISD. Additional information about subcontractors may be requested before award. The intention of the Vendor to use subcontractors must be stated in Tab 1 of his response in the Installation Plan. The subcontractor’s qualifications must be placed in Tab 2.

The Vendor must identify any and all subcontractors he plans to use on the project. Failure to disclose the use of subcontractors may lead to disqualification after award of contract. All Subcontractors must pass RISD background checks and/or comply with the criminal history background checks under Chapter 22 of the Texas Education Code as explained above.

Place the following information into Tab 2, behind the Prime Vendor’s Company information:

1. Subcontractor Name 2. Years Experience 3. Qualifications 4. Training 5. References


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5.5 Signature The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of RISD’s RFCSP.

Firm Name Address

Phone Number Signature Printed Title Date email address


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6 Delivery and Installation

6.1 Delivery

6.1.1 All materials and equipment quoted shall be installed at the appropriate building site(s). No equipment shall be ordered or installed prior to authorization by RISD. Vendor shall not stock any materials or equipment prior to receiving authorization for installation.

6.1.2 The equipment shall be delivered to its proper location and installed without additional cost or expense to RISD, which shall not be deemed to have accepted any equipment until the Date of Acceptance.

6.1.3 During the time between delivery and delivery sign-off by the district, RISD cannot be held liable for any damages to or theft of any components. It will, therefore, be the responsibility of the vendor to obtain insurance against loss, theft and damage.

6.2 General Installation Requirements

The following apply if any appliances, servers, or other significant hardware items are furnished under this contract:

6.2.1 Vendor shall re-verify installation locations with the Project Manager, prior to installation. Prior to the furnishings or installation of any equipment, approval of equipment, locations, layout, configuration and installation shall be obtained from the Project Manager.

6.2.2 Vendor shall install, configure, and test all equipment

6.2.3 Vendor shall provide and install all miscellaneous cables and connectors necessary to complete the installation.

6.3 Owner’s Responsibilities for Delivery and Installation

Please identify, in your response, the specific tasks that Richardson ISD must perform and/or be responsible for in order to accomplish the delivery and installation of the system.


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7 General Vendor Information

Question Yes No

Has your company ever done business with RISD in the past?

Is your company a Historically Under Utilized Business?

Does your company or ultimate parent company have its principal place of business in the state of Texas?

Does your company or ultimate parent company employ at least 500 persons in the state of Texas?

RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas 75081

GENERAL STIPULATIONS AND CONDITIONS RFCSP # 1403

Computer and Service

NON-CONSTRUCTION THESE GENERAL STIPULATIONS AND CONDITIONS SHALL REFER TO EDUCATION CODE SUBCHAPTER B. – PURCHASES; CONTRACTS

IF THERE ARE CONTRADICTIONS BETWEEN THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL AND THE SPECIFICATIONS, WRITTEN OR VERBAL, THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL SHALL CONTROL.

I. INVITATION TO BID:

Richardson Independent School District invites all interested and qualified Bidders to bid on all proposals in accordance with directions available in the Purchasing Department, 970 Security Row, Richardson, Texas. 75081.

A. For the purpose and clarity of this document only, the word “District” will herein mean the

Richardson Independent School District and/or the Board of Trustees of Richardson, Dallas County, Texas. As used herein, the word “Bidder” means any reliable person, entity, broker, vendor, contractor, and/or manufacturer who wants to bid this contract or submit a proposal in response to a request for catalog offer or request for proposal. The term “Bid” refers to all bids, responses, proposals submitted hereunder.

B. Cash discount will be taken into consideration in determining a contract award. All Bid

responses must be quoted with net pricing. C. The District will receive sealed proposals and or sealed bids until date and time indicated on

the Bid cover. Bids must be delivered to the RISD Purchasing office. Whenever the specifications indicate a product of a particular manufacturer, model or brand in the absence of any statement to the contrary by the Bidder, the Bid will be interpreted as being for the exact brand, model, or manufacturer specified, together with all accessories, qualities, etc., enumerated in the detailed specifications.

D. Where a lump sum Bid is provided for, unit prices for each item shall be included for

accounting purposes. If quantities are increased or decreased as provided for in the “Annulments and Reservations” section, the unit prices inserted in a lump sum Bid should be consistent with the total amount quoted for the lumps sum Bid, since the lump sum Bid total will be increased or decreased by the product of the quantity of the increases or decreases multiplied by the unit prices for the item affected.

E. All materials, supplies, copyrighted materials, furniture, and equipment for the District shall

be delivered F.O.B. Destination freight prepaid and allowed.

RFCSP # 1403 Computer and Service 46

F. RISD will give preference to materials, supplies, and provisions produced, manufactured, or

grown locally, provided such items are equal to articles offered by competitors outside of the local area.

II. ANNULMENTS AND RESERVATIONS:

A. The District reserves the right to reject Bids for any and all of the items, and/or to waive technical defects, if in its judgment, the interest of the District shall so require.

B. The Director of Purchasing reserves the right to increase or decrease the given quantity plus or minus fifteen percent (15%). In the event quantities are increased or decreased, the amount added or deducted shall be based upon unit prices quoted.

C. The District also reserves the right to annul any contract, if it determines at its sole

discretion that the Bidder has failed at any time, to perform faithfully any contract requirements or, in the case of any willful attempt to impose upon the District, materials, products, and/or work inferior to that required by District, and any action taken in pursuance of this latter stipulation shall not affect or impair any rights or claims of the District to the damages for the breach of any covenant of the contract by the Bidder.

III. BID PREPARATION, SPECIFICATIONS SHEET, AND BID OPENING:

A. An authorized representative of the Bidder must sign all Bids. It is the intent of this bid offer that should a given bid/bids be accepted, it will automatically become a part of a binding contract. Bidders shall list their bids on the appropriate attached sheets, which show the schedule of items to be purchased. Each Bidder may attach a letter of explanation to their bid to explain any information pertaining to the Bid/Bids.

B. PROPRIETARY INFORMATION – Any information in your bid or proposal that is of a

proprietary nature should be clearly and specifically identified. Such identification shall not limit the District’s right to use such information if it is obtained from another source, or if it comes into the public domain.

C. At the time of the Bid opening (as specified on the front cover, RISD Purchasing

Department webpage and or newspaper ad), the responsible Buyer, or his/her delegated support staff member, shall open and record all Bids received per requirements noted in Texas Education code 44.031. Sufficient time will be allotted to analyze all Bids received and the final recommendations shall be prepared for District review and approval. Upon District approval, the Bidders shall be notified either by mail, telephone, or purchase order of any award/awards.

D. Wherever the District indicates the unit of measure required for bidding purposes, the

District may not recalculate the vendor’s price if it is based on a different unit of measure than that indicated in any contract.


IV. BILLING AND PAYMENT/DISCOUNTING:

A. All invoices are to be submitted in duplicate and mailed in accordance with instructions

as shown on purchase order (unless otherwise noted).

All invoices shall be forwarded to:

RICHARDSON INDEPENDENT SCHOOL DISTRICT ATTENTION ACCOUNTS PAYABLE DEPARTMENT 970 SECURITY ROW RICHARDSON, TEXAS 75081

B. Invoices will be returned for correction unless they contain the following information: Item numbers; Description of Item; Quantity; Unit Price Extensions and Total. Each invoice shall carry the Purchase Order Number of the District. The original and one copy shall be forwarded to the office listed above.

C. Payment in full will only be made upon final acceptance of items as shown on Purchase

Order. The District does not pay partial payments. If we are invoiced for items that are not physically received, we must receive either a corrected invoice with the items removed or a credit memo to offset the charges for the non-received goods.

D. The Bidders that request prompt payment of bills shall send signed delivery tickets with

the invoice to facilitate expedited payment.

E. Delivery shall be FOB Destination Freight Prepaid and allowed to each individual location as noted on the Purchase Order. The District will not pay freight bills sent collect.

F. The District’s standard terms for payment are Net 30 days. All discounts, including

prompt payment, shall be included in bid price. V. BONDING:

Certain formal bids and or proposals will require bonding and shall be indicated in the scope of work and or minimum specifications.

VI. COLLUSION:

All Bidders shall sign the appropriate certification as provided on the signature sheet. The District may reject any Bid that does not include the required certification.

VII. COMPLIANCE WITH SPECIFICATIONS AND PURCHASER’S RIGHT OF SELECTION:

A. The Bidder shall abide and comply with the true intent of the specifications and not take

advantage of any unintentional error or omission.


B. The District reserves the right to reject any or all Bids that comply with these specifications, or to accept a higher bid that complies, when, in the judgment of the District, such Bid offers additional value or function, which justifies the difference in price.

VIII. DEVIATIONS FROM SPECIFICATIONS:

All deviations from the specifications must be specified in writing by the Bidder, at the time the formal bid is submitted. The absence of a written list of requested deviations or exceptions when the Bid is submitted will hold the Bidder strictly accountable to the District to the specification or requirement as written. Any deviation from the specifications as written not previously submitted, as required by the above, will be grounds for rejection of the material and/or equipment when delivered. The District reserves the right to reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification of a bid.

IX. ERRORS IN BIDS: RELIEF OF BIDS:

Bidders or their authorized representatives shall fully inform themselves as to the conditions, requirements, and specifications before submitting Bids. Failure to do so will be at the Bidder’s own risk. If a Bidder makes errors in extension of prices in a Bid, the unit price shall govern at the discretion of the Director of Purchasing.

X. GUARANTEE:

The Bidder shall unconditionally guarantee the materials and workmanship of all merchandise furnished under Bid for a period of one year or longer from date of acceptance of the items delivered and installed unless a different time period is required under the Bid specifications. If, within the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the District is due to the faulty design and installation, workmanship or materials, upon notification, the contractor, at its expense, shall repair or adjust the equipment or parts to correct the condition, or replace the part or entire unit to the complete satisfaction of the District. These repairs, replacements or adjustments shall be made only at such times as will be designated by the District to cause the least disruption.

XI. INTENT AND LIMIT OF CONTRACT

A. These specifications are intended to cover the various types of purchases of said materials, supplies, or services as hereinafter shown to any or to each of the various public schools, administrative facilities, or to any designated warehouse or warehouses in Richardson Independent School District, whichever if specified, in quantities to be determined subsequent to the bid opening. There are 55 campuses in the District, most in the city of Richardson with portions in the cities of Dallas and Garland. Including administration and support, RISD maintains 70 facilities covering more than 6 million square feet with 35 million square feet of grounds.


B. It is understood that under the terms and conditions of this bid offer, the District reserves the right to purchase any of the listed materials, supplies or services at bid prices submitted provided that it shall be optional on the part of either party to terminate this contract at the expiration of twelve months from the beginning date of any contract period upon notice in writing to the other party to any contract no less than 30 days prior to the expiration of the twelve month period. This will be the only opportunity for cancellation of this contract, except for extenuating causes.

XII. “OR EQUAL” INTERPRETATION CLAUSE:

A. Any time a particular manufacturer’s name or brand may be specified, it shall mean any

product of equal quality. Bids shall be considered on all other brands submitted and on the equal quality product of other manufacturers. On all such Bids, the Bidder shall indicate clearly the product on which it is bidding, and shall supply sufficient data, on its own letterhead, to enable an intelligent comparison to be made with the particular brand or manufacturer specified.

B. Catalog cuts and descriptive data shall be attached to the original copy of the Bid, where

applicable. Whenever the specifications indicate a product of a particular manufacturer, model, or brand, and in the absence of any written statement to the contrary by the Bidder, the Bid shall be interpreted as being for the exact brand, model or manufacturer specified, together with all the accessories, qualities, etc., enumerated in detailed specifications. (See VIII.)

Failure to submit the above information may result in rejection of bid.

XIII. PACKING AND DELIVERY:

A. All materials must be securely packed for proper protection and in quantities to be determined by the District’s Director of Purchasing.

B. All materials delivered pursuant to this bid offer shall be packed in a substantial manner

in accordance with accepted trade practice. No charges may be made over and above the bid price for packaging. Complete deliveries must be made by the successful vendor to the designated location as indicated on Bid cover and/or purchase order after issuance of purchase orders by the District. A packing slip and/or delivery ticket shall be included in each shipment. Each ticket shall contain the following information for each item delivered: Purchase Order Number, Item Description, Item Number, Quantity, and Vendor Name.

C. Failure to comply with this condition shall be considered sufficient reason for refusal to

accept the goods or services awarded and ordered. D. All package materials shall be clearly and plainly marked. Example:

To: Richardson Independent School District, Department: [state department] Address: [address of department] Purchase Order Number: [PO #]


XIV. SAFETY REQUIREMENTS:

The Bidder/vendor shall provide all equipment, machinery and chemicals furnished and delivered to the District in compliance with the Safety Regulations as required by OSHA.

XV. SAMPLES and CATALOGS:

A. When requested, a sample, properly tagged, shall be submitted by each Bidder before the time of the Bid opening. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the Bid number.

B. The District will not be responsible for any samples that a Bidder has not picked up

within 30 days after being notified that the sample is no longer needed. Samples may be retained by the District until Bidders are notified to remove them. Bidders agree that the District will incur no liability for samples that are damaged, destroyed or consumed in the testing processes. Samples requested are to be delivered as noted and designated per the particular solicitation.

XVI. SIGNATURE TO BIDS:

Each Bid must show the full business address and telephone number of the Bidder and be signed by the person or persons legally authorized to sign contacts. All correspondence concerning the Bid and contract, including Notice of Award, and Purchase Order, will be mailed or delivered to the address shown on the Bid in the absence of written instructions from the Bidder to the contrary.

XVII. TAXES:

A. The District is exempt from the payment of the Texas Sales Tax. Exemption Certificates for the Federal Excise Tax may be furnished upon request.

B. Prices quoted shall not include federal excise or state sales and use taxes.

C. The District’s Tax Identification Number is 1-75-6002311-5.

XVIII. DELIVERY:

A. All deliveries shall be made during the hours of 8:00 a.m. and 3:00 p.m. on all regularly scheduled school days, except where otherwise noted by Purchasing Department.

B. All deliveries shall be made inside school buildings, warehouse, offices, etc., and special

instruction for date of delivery shall be included in the general specifications. C. Special instructions may be indicated by the District in the specifications for exact time,

date and delivery locations for particular equipment and machinery (heavy or otherwise) which are to be erected, set-up and installed.

D. Materials delivered and received centrally will be accepted by motor freight.


SIGNATURE SHEET AND ANTITRUST CERTIFICATION STATEMENT

(Texas Gov’t Code § 2155.005) My signature below confirms that I: 1. propose to furnish, package, mark, and deliver to the Richardson Independent School

District, the supplies, materials or equipment as required in the accompanying specifications, and at the unit price indicated;

2. certify that this firm is an equal opportunity employer and that all employment decisions

are made without regard to the color, race, sex, national origin, religion, age, or disability status of otherwise qualified individuals; and

3. certify that all material and equipment bid by this firm and to be supplied to the

Richardson Independent School District meets all safety and health standards as prescribed by the rules and regulations of the Occupational Safety and Health Act (OSHA).

My signature below affirms under penalty of perjury of the laws of the State of Texas that:

1. I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership, or individual (Company) listed below;

2. In connection with this bid, neither I nor any representative of the Company has violated

any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15;

3. In connection with this bid, neither I nor any representative of the Company have

violated any federal antitrust law; and

4. Neither I nor any representative of the Company has directly or indirectly communicated any of the contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership, or individual engaged in the same line of business as the Company.

COMPANY NAME: BIDDER’S SIGNATURE:

Title: _______________________________________ COMPANY OFFICIAL AUTHORIZING BID: _______________________________________ Title: _______________________________________

DATE SIGNED: __________________________________________________________


ADDRESS: CITY, STATE, ZIP: __________________________________________________________ TELEPHONE: FAX: E-MAIL: __________________________________________________________

Complete and return with proposal


RICHARDSON INDEPENDENT SCHOOL DISTRICT

STATEMENT OF EQUAL OPPORTUNITY AND NON-DISCRIMINATION

The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any otherwise qualified vendor because of the vendor’s race, color, national origin, age, religion, sex, or disability.


INTERLOCAL AGREEMENT CLAUSE Richardson ISD is a participating member of the Collin County Governmental Purchasers Forum (CCGPF) and Educational Purchasing Cooperative of North Texas (EPCNT). As such the Richardson ISD has executed Interlocal Agreements, as permitted under Chapter 791 of the Government Code with certain other governmental entities in CCGPF and EPCNT authorizing participation in a cooperative purchasing program. Several governmental entities in proximity to the Richardson Independent School District have indicated an interest in being included in this contract. Should these governmental entities decide to participate in this contract, would you, (the vendor) agree that all terms, conditions, specifications, and pricing apply?

_____ Yes _____ No

If you (the Vendor) checked yes, the following will apply. Governmental entities utilizing Internal Governmental contracts with the Richardson Independent School District will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases made by a governmental entity other than Richardson Independent School District will be billed directly to that governmental entity.

Must Complete and return with Proposal documents.


CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

(a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the

offeror certifies to the best of the offeror’s knowledge and belief, that it and its principals:

(1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or

voluntarily excluded from covered transactions by any Federal, State or Local

Government department or agency;

(2) have not within a three (3) year period preceding this offer been convicted of or had a

civil judgment rendered against them for the commission of fraud or a criminal offense in

connection with obtaining, attempting to obtain, or performing a public (Federal, State, or

local) transaction or contract under a public transaction; violation of Federal or State

antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or

destruction of records, making false statements, or receiving stolen property;

(3) are not presently indicted for or otherwise criminally or civilly charged by a

governmental entity (Federal, State, or local with commission of any of the offenses

enumerated in (a)(2) above; and

(4) have not within a three (3) year period preceding this offer had one or more public

transactions (Federal, State, or local) terminated for cause or default.

(b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full

explanation to this offer.

(c) For any subcontract at any tier expected to equal or exceed $25,000:

(1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective

lower tier subcontractor certifies, by submission of this offer, that neither it nor its

principals is presently debarred, suspended, proposed for debarment, declared ineligible,

or voluntarily excluded from participation in this transaction by any Federal department

or agency.

(2) Where the prospective lower tier participant is unable to certify to the statement, above,

an explanation shall be attached to the offer.

(3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be included in

all applicable subcontracts and a copy kept on file by the prime contractor. The prime

contractor shall be required to furnish copies of the certifications to the Authority upon

request.


II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK

(a) Offeror must give advance notice to the Owner if the person or an owner or operator of the business entity

has been convicted of a felony. The notice must include a general description of the conduct resulting in

the conviction of a felony. The District may terminate any Agreement or if the Owner determines that the

person or business entity failed to give notice as required by this paragraph or misrepresented the conduct

resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held

corporation.

(b) Offeror will obtain criminal history record information that relates to an employee, applicant for

employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties

related to the contracted services; and the duties are or will be performed on school property or at another

location where students are regularly present. The Offeror certifies to the Owner before beginning work

and at no less than an annual basis thereafter that criminal history record information has been obtained.

Offeror shall assume all expenses associated with the background checks, and shall immediately remove

any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as

defined by Texas law, from Owner property or other location where students are regularly present. District

shall be the final decider of what constitutes a “location where students are regularly present.” Offeror’s

violation of this section shall constitute a substantial failure.

(c) If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify

regarding the criminal history record information and its review, and must submit original evidence

acceptable to the District with this Agreement showing compliance.

Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION,

INELIGILITY AND VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION

NOTIFICATION AND CRIMINAL BACKGROUND CHECK.

SIGNATURE OF OFFEROR: DATE: __________________ PRINTED/TYPED NAME OF OFFEROR:____________________________________ COMPANY NAME: ______________________________________ TEL#: ______________________

Must complete and return with proposal documents.


RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of

the Texas Local Government Code Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website.

The Conflict of Interest Questionnaire must be filed:

• No later than the seventh business day after the date that the Vendor begins contract

discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity.

• The Vendor also shall file an updated questionnaire not later than September 1 of each

year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.

Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year.

Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your bid/proposal to the following address:

Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas 75081

The Local Government Officers of the Richardson Independent School District are:

Board of Trustees: Place 1 Jean Bono – Term expires 2018 Place 2 Kim Caston – Term expires 2018 Place 3 Kris Oliver – Term expires 2016 Place 4 Lanet Greenhaw – Term expires 2016 Place 5 Eron Linn – Term expires 2016 Place 6 Justin Bono – Term expires 2017 Place 7 Kristin Kuhne – Term expires 2017

Superintendent: Kay Waggoner, Ph.D.

RFCSP # 1403 59

Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor whohas a business relationship as defined by Section 176.001(1-a) with a local governmental entity and thevendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not laterthan the 7th business day after the date the vendor becomes aware of facts that require the statement to befiled. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. Anoffense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIREFor vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the directionof the local government officer or a family member of the officer AND the taxable income is not received from thelocal governmental entity?

Yes No

7

Check this box if the vendor has given the local government officer or a family member of the officer one or more giftsas described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date

Name of vendor who has a business relationship with local governmental entity.1

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated

completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which

you became aware that the originally filed questionnaire was incomplete or inaccurate.)

2

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of theofficer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.Complete subparts A and B for each employment or business relationship described. Attach additional pages to this FormCIQ as necessary.

4

6

5Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation orother business entity with respect to which the local government officer serves as an officer or director, or holds an

ownership interest of one percent or more.

RFCSP # 1403 60

RFCSP # 1403 61

mhendre

Typewritten Text

Vendor or Business Name

mhendre

Typewritten Text

Superintendant or Board member with whom you have a personal or business relationship

mhendre

Typewritten Text

Will the named person receive taxable income from your company?

mhendre

Typewritten Text

Will you or your company receive taxable income from the named person (not RISD)

mhendre

Line

mhendre

Line

mhendre

Typewritten Text

Were any gifts given or received?

mhendre

Typewritten Text

Your signature and date

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Typewritten Text

Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Governmetn Code may be found at http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more partiesbased on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or anagency of a federal, state, or local governmental entity;(B) a transaction conducted at a price and subject to terms available to the public; or(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency andthat is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B):(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

***(2) the vendor:

(A) has an employment or other business relationship with the local government officer or afamily member of the officer that results in the officer or family member receiving taxableincome, other than investment income, that exceeds $2,500 during the 12-month periodpreceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed;or(ii) the local governmental entity is considering entering into a contract with thevendor;

(B) has given to the local government officer or a family member of the officer one or more giftsthat have an aggregate value of more than $100 in the 12-month period preceding the date theofficer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationshipwith a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that localgovernmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);(2) has given a local government officer of that local governmental entity, or a family member of theofficer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding anygift described by Section 176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity.(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administratornot later than the seventh business day after the later of: (1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmentalentity; or(B) submits to the local governmental entity an application, response to a request for proposalsor bids, correspondence, or another writing related to a potential contract with the localgovernmental entity; or

(2) the date the vendor becomes aware:(A) of an employment or other business relationship with a local government officer, or afamily member of the officer, described by Subsection (a);(B) that the vendor has given one or more gifts described by Subsection (a); or(C) of a family relationship with a local government officer.

RFCSP # 1403 62

RFCSP # 1403 Computer and Service

Form A


COMPANY INFORMATION FORM

Legal Entity Name:______________________________________________________________________

Doing Business as Name (if different than above):_____________________________________________

Address: _____________________________________________________________________________

City: _______________________________ State: _______________________ Zip Code: ____________

Bid Contact Name: _____________________________________ Title:___________________________

Bid Contact Email Address: _______________________________________________________________

Bid Contact Phone Number:______________________________________________________________

Company Website:_____________________________________________________________________

If Awarded:

Sales Representative Contact Name:_______________________________________________________

Sales Representative Phone Number:_______________________________________________________

Fax Number to send PO’s to:______________________________________________________________

Email Address to send PO’s to:____________________________________________________________

Other contact info that RISD might need:____________________________________________________

Vendor Reference number required on PO from RISD (if required): _______________________________

Must complete and return with Proposal forms.


Form B


CERTIFICATE OF RESIDENCY

The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A. This law makes it necessary for the Richardson ISD to determine the residency of its offerors. In part, this law reads as follows:

Section 2252.001

(3) “Non-resident bidder” refers to a person who is not a resident

(4) “Resident bidder” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.

Section 2252.002

A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located.

Name of Company: __________________________________________________________________

is, under Section: 2252.001(3) and (4), a:

Resident Bidder______________ OR Non-resident Bidder___________ (check one)

My principal place of business under Tex. Gov’t Code, Section 22.52.001 (3) and (4), is in the city

of________________________________________ in the state of _____________________________

if NOT a resident company of the State of Texas, does your company employee 500 or more people within the State of Texas.

Yes __________ No ____________ (check one)

______________________________________ ______________________________________ Name of Company Official (Please print) Title (Please print) _______________________________________ _______________________________________ Signature of Company Official Date


Form C


CRIMINAL HISTORY CONTRACTOR CERTIFICATION - CONTRACTOR EMPLOYEES

Texas Education Code Chapter 22 requires entities that contract with school districts to provide services to obtain criminal history record information regarding covered employees. Contractors and Subcontractors must certify to the district that they have complied. Covered employees with disqualifying criminal histories are prohibited from serving at a school district.

DEFINITIONS Covered employees - Employees of a contractor or subcontractor who have or will have continuing duties related to the service to be performed at the District and have or will have direct contact with students. The District will be the final arbiter of what constitut es direct contact with students.

Disqualifying criminal history - Any conviction or other criminal history information designated by the District, or one of the following offenses, if at the time of the offense, the victim was under 18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another state.

On behalf of______________________________________________________________ I certify that (check one): C o n t r a c t o r / S u b c o n t r a c t o r

� None of the employees of Contractor and any subcontractors are covered employees, as defined above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure that the employees of Contractor and any subcontractor will not become covered employees. Contractor will maintain these precautions or conditions throughout the time the contracted services are provided.

Or

� Some or all of the employees of Contractor and any subcontractor are covered employees. If this box is checked, I further certify that:

(1) Contractor has obtained all required criminal history record information regarding its covered employees.

None of the covered employees has a disqualifying criminal history.

(2) If Contractor receives information that a covered employee subsequently has a reported criminal history, Contractor will immediately remove the covered employee from contract duties and notify the District in writing within 3 business days.

(3) Upon request, Contractor will provide the District with the name and any other requested information of

covered employees so that the District may obtain criminal history record information on the covered employees.

(4) If the District objects to the assignment of a covered employee on the basis of the covered

employee’s criminal history record information, Contractor agrees to discontinue using that covered employee to provide services at the District.

We request RISD ID badges for the attached list of employees. Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.



Form D


MINIMUM INSURANCE COVERAGE REQUIRMENTS The vendor will be responsible to carry and keep in force the following minimum insurance coverage for the duration of the contract/project.

A. Comprehensive General Liability Insurance 1. Each Occurrence Limit $1,000,000 2. Medical Expense Limit (any one person) $5,000 3. Personal and Advertising Injury Limit $1,000,000 4. General Aggregate Limit $1,000,000 5. Products/Completed Operations Aggregate Limit $1,000,000 6. Fire Damage Limit (each occurrence) $50,000

B. Automobile Liability Insurance

1. Combine Single Limit (each accident) $1,000,000

C. Workers Compensation Insurance Statutory Limits

Liability Insurance shall cover premises operations and vendor’s liability, as stated above, with the following endorsements:

1. The school district as an additional insured under all coverage except workers compensation.

2. Thirty (30) day notice of Cancellation or material change.

A copy of a certificate of insurance, a certificate of authority of self-insure issued by the commission, or a coverage agreement (DWC081, DWC082, DWC083, DWC084 or DWC085) showing statutory worker’s compensation insurance coverage for the person’s or entity’s employees providing services on a project is required for the duration of the project/contract.

The vendor shall either:

1. Require each of its sub-contractors to procure and to maintain during the life of the sub-contract, Comprehensive General Liability Insurance, Automobile Liability Insurance and Sub-contractors Workers Compensation Insurance (DWC081, DWC082, DWC083, DWC084 or DWC085) of the type and same amounts as specified above, or

2. Insure the activity of its sub-contractors in its own policy/policies.

If the coverage period shown on the Vendor’s current certificate of insurance ends during the duration of the project, the Vendor must, prior to the end of the coverage period, file a new certificate of coverage with RISD showing that coverage has been extended. The Vendor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor


code agreements, Texas Labor Code 401.022 (44) for all employees of the vendor providing services on the project for its duration. The Vendor shall post on each project site a notice, in the text form and manner prescribed by the Texas Worker’s Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. Signature affirms that bidder complies with above and has included insurance documentation in response.


Form E RFCSP # 1403 Computer and Service

RICHARDSON ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295

Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, notarized, and included in proposal response.) RISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits RISD from entering into a contract resulting from this RFCSP with a business entity unless the business entity submits a Disclosure of Interested Parties (Form 1295) to RISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission.

“Interested Party” means a person:

a) who has a controlling interest in a business entity with whom RISD contracts; or b) who actively participates in facilitating the contract or negotiating the terms of the

contract, including a broker, intermediary, adviser, or attorney for the business entity.

“Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. As a “business entity,” all vendors must electronically complete, print, sign, notarize, and submit Form 1295 with their proposals even if no interested parties exist. Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity, and the form must be notarized. The completed Form 1295 with the certification of filing must be filed with RISD by including the completed form in the proposal response. RISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after the date the contract binds all parties to the contract. After RISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from RISD.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

Form F RFCSP # 1403 Computer and Service

RICHARDSON INDEPENDENT SCHOOL DISTRICT PROPOSER/VENDOR CERTIFICATION FORMS

REQUIRED CONTRACT PROVISIONS FOR NON‐FEDERAL ENTITY CONTRACTS

UNDER FEDERAL AWARDS – APPENDIX II TO 2 CFR PART 200

The following provisions are required and apply when federal funds are expended by Richardson ISD for any contract resulting from this procurement process.

The Richardson ISD is the Subgrantee or Subrecipient by definition.

In addition to other provisions required by the Federal agency or non‐Federal entity, all contracts made by the non‐Federal entity under the Federal award must contain provisions covering the following, as applicable.

(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

Pursuant to Federal Rule (A) above, when federal funds are expended by Richardson ISD, Richardson ISD reserves all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of contract by either party.

Does vendor agree? YES Initials of Authorized Representative of Vendor

(B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000)

Pursuant to Federal Rule (B) above, when federal funds are expended by Richardson ISD, Richardson ISD reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this procurement process in the event of a breach or default of the agreement by Vendor, in the event vendor fails to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the contract and/or the procurement solicitation. Richardson ISD also reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if Richardson ISD believes, in its sole discretion that it is in the best interest of Richardson ISD to do so. The vendor will be compensated for work performed and accepted and goods accepted by Richardson ISD as of the termination date if the contract is terminated for convenience of Richardson ISD. Any award under this procurement process is not exclusive and Richardson ISD reserves the right to purchase goods and services from other vendors when it is in the best interest of Richardson ISD.

Does vendor agree to abide by the above? YES Initials of Authorized Representative of Vendor


(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60‐ 1.3 must include the equal opportunity clause provided under 41 CFR 60‐1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964‐1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

Pursuant to Federal Rule (C) above, when federal funds are expended by Richardson ISD on any federally assisted construction contract, the equal opportunity clause is incorporated by reference herein.

Does vendor agree to abide by the above? YES Initials of Authorized Representative of Vendor

(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

Pursuant to Federal Rule (F) above, when federal funds are expended by Richardson ISD, the vendor certifies that during the term of an award for all contracts by Richardson ISD resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (F) above.


(G) Clean Air Act (42 U.S.C. 7401‐7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251‐1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non‐Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401‐7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251‐ 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Pursuant to Federal Rule (G) above, when federal funds are expended by Richardson ISD, the vendor certifies that during the term of an award for all contracts by Richardson ISD resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (G) above.



(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM

Exclusions contain the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

Pursuant to Federal Rule (H) above, when federal funds are expended by Richardson ISD, the vendor certifies that during the term of an award for all contracts by Richardson ISD resulting from this procurement process, the vendor certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.


(I) Byrd Anti‐Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non‐Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non‐ Federal award.

Pursuant to Federal Rule (I) above, when federal funds are expended by Richardson ISD, the vendor certifies that during the term and after the awarded term of an award for all contracts by Richardson ISD resulting from this procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti‐Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:

(1) No Federal appropriated funds have been paid or will be paid for on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form‐LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all covered sub‐awards exceeding $100,000 in Federal funds at all appropriate tiers and that all subrecipients shall certify and disclose accordingly.



RECORD RETENTION REQUIREMENTS FOR CONTRACTS PAID FOR WITH FEDERAL FUNDS – 2 CFR § 200.333

When federal funds are expended by Richardson ISD for any contract resulting from this procurement process, the vendor certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.333. The vendor further certifies that vendor will retain all records as required by 2 CFR § 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.


CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT

When federal funds are expended by Richardson ISD for any contract resulting from this procurement process, the vendor certifies that the vendor will be in compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6321, et seq.; 49 C.F.R. Part 18; Pub. L. 94‐ 163, 89 Stat. 871).


CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS

Vendor certifies that vendor is in compliance with all applicable provisions of the Buy America Act. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition.


CERTIFICATION OF NON‐COLLUSION STATEMENT

Vendor certifies under penalty of perjury that its response to this procurement solicitation is in all respects bona fide, fair, and made without collusion or fraud with any person, joint venture, partnership, corporation or other business or legal entity.


Vendor agrees to comply with all federal, state, and local laws, rules, regulations and ordinances, as applicable. It is further acknowledged that vendor certifies compliance with all provisions, laws, acts, regulations, etc. as specifically noted above.

Vendor’s Name/Company Name: DUNS # Company registered on SAM.gov? Yes No Address, City, State, and Zip Code: Phone Number: Fax Number: Printed Name and Title of Authorized Representative: Email Address: Signature of Authorized Representative: Date:

Must be completed and returned with Proposal forms.

Vendor Name:

Device Cost of Hardware (per unit) Cost of Services Manuf and Part # Notes

General use workstation

Performance workstation

General use laptop

Performance laptop

Chromebook

General IMAC desktop computer

General IMAC laptop

Performance IMac desktop workstation

General use MacBook Pro13” laptop

Performance MacBook Pro 15” laptop

General use MacBook Air 13”

Android Tablet

Apple iPad Mini 4 Tablet

Pricing Sheet - RFCSP # 1403 Computers and Service

notice to bidders request for competitive sealed proposal ... · request for competitive sealed...

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